Upload
Add supplier invoices, receipts, PDFs, or images to the right workspace.
QuickBooks Online invoice scanning
Scan invoices into QuickBooks Onlinewithout retyping every field.
Upload supplier invoices and receipts, review extracted accounting data beside the source, then create a QuickBooks Bill or Expense after approval—with the original file attached.
Review before sync
Duplicate checks
Original attached
ScannerPilot workflow
QuickBooks connectedPDF
Supplier invoice
Acme Office Supply
Invoice
INV-1048
Total
$284.20
Ready after approval
QuickBooks Online
Bill prepared
Original PDF included
Extracted
Reviewed
Approved
4Ready to sync
Extract
Read vendor, invoice number, dates, totals, tax, and line items.
Review
Confirm confidence, duplicate warnings, transaction type, and mappings.
Sync
Send the approved Bill or Expense, then attach the original source file.
Review workspace
Review the document and accounting data together.
ScannerPilot keeps the original source, extracted fields, confidence, duplicate state, and QuickBooks mappings in one decision screen.
Confirm the transaction type before approval
See low-confidence and missing fields immediately
Keep Send to QuickBooks disabled until the document is approved
Original document
PDFACME OFFICE
Invoice INV-1048
Total$284.20
Extracted accounting data
Confirm the highlighted field before approval.
Vendor
Acme Office Supply
Invoice number
INV-1048
Total
$284.20
Expense account
Office supplies
No likely duplicate found
Nothing is sent before approval.
Approved sync lifecycle
Create the record, attach the source, and keep every status visible.
The QuickBooks transaction is created first. Attachment upload is tracked separately, so a partial success stays visible and can be retried safely.
Idempotency guard
Prevents a second QuickBooks transaction for the same document.
Attachment retry
Retry the source file without recreating the Bill or Expense.
Audit history
Record created, attachment uploaded, succeeded, or failed.
Reauth state
Connection issues are surfaced before another sync attempt.
QuickBooks Online
Connected company destination
Approved
Source document
Acme Office Supply
INV-1048 · $284.20
Bill created
QuickBooks transaction
Bill · Acme Office Supply
Vendor and account references mapped
invoice-acme-office.pdf
Original source attached to the Bill
Approved
Record created
File attached
Audit saved
QuickBooks-ready records
Everything needed for a controlled handoff.
ScannerPilot prepares the transaction, references, checks, source attachment, and history around the sync—not just the OCR fields.
Supplier invoices to Bills
Prepare a QuickBooks Online Bill with vendor, dates, totals, and account mappings.
Receipts to Expenses
Create an Expense or Purchase after the payment account and coding are confirmed.
Duplicate protection
Check file checksum, vendor, invoice number, date, and total before sync.
Vendor and account references
Review against synced vendors, accounts, tax codes, terms, and payment accounts.
Original source attached
Keep the uploaded PDF or image connected to the created QuickBooks transaction.
Visible sync history
Track approval, transaction creation, attachment upload, retries, and failures.
Per-client connection
Keep each workspace connected to the right QuickBooks company.
Documents, catalog references, review decisions, and sync history remain scoped to the client workspace where they belong.
Workspace separation
Encrypted credentials
Signed source-file access
Client-scoped audit history
QuickBooks Online connection
Scoped to this client workspace
QuickBooks company
Demo Company Ltd.
Vendors
Catalog available
Accounts and tax codes
Ready for mapping
Payment accounts and terms
Ready for review
Catalog references can be refreshed without changing reviewed documents.
FAQ
QuickBooks Online questions, answered clearly.
What happens before, during, and after an approved document is sent to QuickBooks Online.
Start with one document
Turn your next supplier invoice into a reviewed QuickBooks record.
Upload the source, check the extracted fields, approve the document, and keep the sync and attachment status visible from one workspace.